Online Coaching Institute Management Software

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Confidential © Techior Solutions Pvt. Ltd. www.techior.com

Online Coaching Institute Management Software

(OCIMS)

User Guide

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Index (Click on Page No to jump to page)

INTRODUCTION ------------------------------------------------------------------------------------------------------------------ 4

QUICK START GUIDE FOR ONLINE C.I.M.S --------------------------------------------------------------------------------- 5

LOGIN TO ONLINE CIMS: ------------------------------------------------------------------------------------------------------- 7

FORGOT PASSWORD: ----------------------------------------------------------------------------------------------------------- 8

HOMEPAGE (POST-LOGIN): --------------------------------------------------------------------------------------------------- 9

ADD NEW BRANCH: ------------------------------------------------------------------------------------------------------------11

ADD BRANCH AS FRANCHISE CENTRE:-------------------------------------------------------------------------------------12

EDIT BRANCH --------------------------------------------------------------------------------------------------------------------13

EDIT BRANCH (CONTD.): ------------------------------------------------------------------------------------------------------14

MANAGE FRANCHISE PAYMENT --------------------------------------------------------------------------------------------15

(FOR INSTITUTE ADMIN ACCESS ONLY) -----------------------------------------------------------------------------------15

MANAGE FRANCHISE ORDER MANAGEMENT ---------------------------------------------------------------------------17

(FOR INSTITUTE ADMIN ACCESS ONLY) -----------------------------------------------------------------------------------17

ADD NEW COURSE--------------------------------------------------------------------------------------------------------------21

ADD NEW SUBJECT: ------------------------------------------------------------------------------------------------------------22

ADD BRANCH ADMIN: ---------------------------------------------------------------------------------------------------------23

MY PROFILE: ---------------------------------------------------------------------------------------------------------------------24

CHANGE PASSWORD:----------------------------------------------------------------------------------------------------------25

ADD BATCH:----------------------------------------------------------------------------------------------------------------------26

ADD BATCH ATTENDANCE: ---------------------------------------------------------------------------------------------------28

ADD STAFF: -----------------------------------------------------------------------------------------------------------------------30

ADD STAFF ATTENDANCE: ----------------------------------------------------------------------------------------------------32

MANAGE STAFF PAYMENTS:-------------------------------------------------------------------------------------------------34

SALARY SLIP PREVIEW: --------------------------------------------------------------------------------------------------------37

ADD TEST:-------------------------------------------------------------------------------------------------------------------------38

MANAGE TEST RESULTS: ------------------------------------------------------------------------------------------------------40

ADD TEST RESULTS: ------------------------------------------------------------------------------------------------------------41

MANAGE STUDENTS: ----------------------------------------------------------------------------------------------------------42

ADD ENQUIRY:-------------------------------------------------------------------------------------------------------------------44

EDIT ENQUIRY: ------------------------------------------------------------------------------------------------------------------45

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ADD REGISTRATION: -----------------------------------------------------------------------------------------------------------46

ENQUIRY FOLLOW-UP ---------------------------------------------------------------------------------------------------------49

ANNOUNCEMENTS: ------------------------------------------------------------------------------------------------------------51

PREPARE INSTALLMENTS (STAGE-I): ---------------------------------------------------------------------------------------53

PREPARE INSTALLMENTS (STAGE-II): --------------------------------------------------------------------------------------54

PRINT PREVIEW OF AN INSTALLMENT SCHEDULE: ---------------------------------------------------------------------55

PAY INSTALLMENTS (STAGE-I): ----------------------------------------------------------------------------------------------56

PAY INSTALLMENTS (STAGE-II): ---------------------------------------------------------------------------------------------57

EDIT INSTALLMENTS: ----------------------------------------------------------------------------------------------------------59

PRINT RECEIPT: ------------------------------------------------------------------------------------------------------------------61

PAY FULL FEES (STAGE-I): -----------------------------------------------------------------------------------------------------62

PAY FULL FEES (STAGE-II): ----------------------------------------------------------------------------------------------------63

RECEIPT FOR FULL FEES PAID WITH OTHER FEES:-----------------------------------------------------------------------64

PAY MONTHLY / HOURLY FEES (STAGE-I):--------------------------------------------------------------------------------65

PAY MONTHLY / HOURLY FEES (STAGE-II): -------------------------------------------------------------------------------66

PAY OTHER FEES (STAGE-I): --------------------------------------------------------------------------------------------------67

RECEIPT FOR PAYMENT OF OTHER FEES IS AS BELOW:----------------------------------------------------------------68

MANAGE ROLES: ----------------------------------------------------------------------------------------------------------------69

ADD / EDIT ROLES:--------------------------------------------------------------------------------------------------------------70

ADD USERS: ----------------------------------------------------------------------------------------------------------------------72

EDIT USERS: ----------------------------------------------------------------------------------------------------------------------74

MANAGE USER LOGIN SECURITY:-------------------------------------------------------------------------------------------75

MANAGE EXPENSES: -----------------------------------------------------------------------------------------------------------77

EDIT EXPENSES: -----------------------------------------------------------------------------------------------------------------78

MANAGE INVENTORY:---------------------------------------------------------------------------------------------------------79

MANAGE TRANSPORTATION ------------------------------------------------------------------------------------------------84

MANAGE HOSTEL ---------------------------------------------------------------------------------------------------------------88

MANAGE HEALTH RECORDS -------------------------------------------------------------------------------------------------92

SETTINGS:-------------------------------------------------------------------------------------------------------------------------94

POP-UP REMINDERS: -------------------------------------------------------------------------------------------------------- 103

POP-UP ALERTS:--------------------------------------------------------------------------------------------------------------- 105

POP-UP MESSAGES: ---------------------------------------------------------------------------------------------------------- 106

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Introduction Online Coaching Institute Management System simplifies managing the administrative process of Institutes and Training Academies. The features include:

Ø Institute configuration Ø Multi-Branch Management Ø Franchise Management Ø Franchise Order Management Ø Franchise payments Ø User management Ø Role management Ø User Role Security Ø SMS and eMail configuration Ø Data import from Excel Ø Student enquiry (saving student details) Ø Enquiry Follow-up Ø Student registrations Ø Fee payments Ø Staff Salary payments Ø Automatic Installment calculations Ø Discounts Ø Refunds Ø Configuring courses offered Ø Keeping staff (instructor) records Ø Batch formation Ø Attendance (Staff & Students) Ø Keeping record of test marks Ø Keeping track of expenses Ø Keeping track of inventory Ø Keeping track of transport Ø Keeping track of hostel Ø Keeping track of health records Ø Lots of reports to view data as required:

· Payments Received Reports · Outstanding Payment Reports · Attendance Reports · Batch Performance Reports · Student Reports · Follow-up Reports · Expenses Reports · Inventory Reports

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· Franchise Reports · Transportation Reports · Hostel Reports · Health Reports · Staff Reports · I-cards (Staff & Student) · User Reports · Accounting Report · Test Reports · Batch Time Table

Quick Start Guide for Online C.I.M.S Data Management:

Step 1: Acquire Appropriate License Obtain either Trial or Premium License for Online C.I.M.S by contacting Techior Step 2: Data Creation/ Acquisition

i) Add Courses to your Institute / Branch. Click on Courses>Manage Courses ii) Add Subjects to your Institute / Branch. Click on Courses>Manage Subjects iii) Add a Branch to your Institute. Click Branches>Manage Branches>Add Branch. iv) Add Courses / Subjects to your branch by using the courses tab or Manage

Courses>Add Course from Institute. v) Add Enquiry(s) to your branch. Click Students>Add Enquiry. vi) You can also import enquiries from excel. Click Students>Manage

Students>Import Enquiry Data from Excel vii) Add Registration(s) to your branch. Click Students>Add Registration. viii) You can also update an enquiry to a registration. Click Students>Manage

Students>Register or Click Students>Add Registration>Update from Enquiry.

Step 3: Batch, Test, Staff and Staff Salary Creation

i) Add a Batch to your branch. Click Batch>Manage Batches>Add Batch. ii) Add a Test to your branch. Click Tests>Manage Tests>Add Test. iii) Add Test Results for your Test. Click Tests>Manage Test Results. iv) Add staff for your branch. Click Staff>Manage Staffs>Add Staff. v) Add staff salary setup for your branch. Click Staff>Set Staff Payment. vi) Add staff salaries to your branch. Click Staff>Make Staff Payment.

Step 4: Take Attendance

i) Take attendance for a batch. Click Batch>Manage Batch Attendance. ii) Take attendance for a staff. Click Staff>Manage Staff Attendance.

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Step 4: Payments

i) Add a new Installment for a Student. Click Payments>Prepare Installment. ii) Accept an Installment payment. Click Payments>Pay Installment. iii) Accept full fee for a subject. Click Payments>Pay Full Fees. iv) Accept Monthly/Hourly Fees from a student. Click Payments>Pay Monthly/Hourly

Fees. v) Accept other fees from a student. Click Payments>Pay Other Fees. vi) Make refunds to a student. Click Payments>Make Refund.

Step 5: Utilities

i) Make payment for expenses incurred. Click Payments>Manage Expenses. ii) Manage Stock / Inventory. Click Utilities>Manage Inventory. iii) Manage Transportation. Click Utilities>Manage Transportation. iv) Manage Hostel. Click Utilities>Manage Hostel. v) Manage Health Records. Click Utilities>Manage Health Records.

Administrative Settings:

i) Other Fees: Here you can configure any additional fees (over and above the course fees) that the students need to pay. This may include admission fees, parking fees, examination fees, lab fees, etc.

ii) SMS Configuration: You can choose to send SMS using any one of the following 2 methods: Bulk SMS Service Using GSM (Only available to Premium Users)

iii) E-Mail Configuration: Here you can configure the email server details along with User-Id and password which will be used to send E-Mails about fees reminders, test marks, attendance and make announcements to a selected group of students.

iv) Message Templates: Here you can set your default message templates to be used while sending SMS & Email to your students.

v) Expense Category: Here you can maintain the list of the various categories of expenses. These expense types are then used to keep track of the expenses being incurred in the institute. The categories of payment are defined here, while the actual payments being made are tracked in Manage Expenses tab in Payments.

vi) Automated Emails: Here you can configure whether you want daily / weekly / monthly status mails of your institute to be sent via email to your Institute Admin or Branch Admin. This is an email sent by the system giving information about total enquiries, registrations, follow-ups, etc. User Management: Here you can perform the User Management for your Online CIMS software. You can add new users, and configure them so that they may or may not have administrator privileges. You can add Branch Admin(s), create new roles / user types and create users as per the user type. You can also implement user role security, i.e. if you want to secure user access within a specific time frame from a specific terminal only.

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Login to Online CIMS: Open the link, www.onlinecims.com in your web browser to reach the login page. Enter your UserName and Password to Login to your Institute / Branch.

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Forgot Password: If you don't remember your password, click on "Forgot Password?" on the Login Page. In "Password Recovery" window, type in the Username and Email Id(Registered) and click Submit.

After clicking “Submit”, please check your email. Your Username and Password will be mailed to you.

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Homepage (Post-login): Once logged in, either Institute Home Page or Branch Home Page shall open depending upon the login id used. If you login with InstituteAdmin userid, then you will land at the branch selection page. Click on a branch name in the grid to select a branch. Institute Admin Home Page:

Note: Other than adding a new branch, data can be created for the below mentioned modules both at Institute Level and at Branch Level:

· Courses (Courses Tab) · Subjects (Courses Tab) · SMS Settings (Settings Tab) · Email Settings (Settings Tab) · Other Fees Types (Settings Tab) · Expense Types (Settings Tab) · Message Templates (Settings Tab)

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Branch Admin Home Page: If you login with BranchAdmin userid, then you will land at the Manage Students page. You can go into Settings to setup the configuration of your branch, or go into Courses menu to add the courses and subjects offered in your branch. You can also import the courses and subjects from institute level.

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Add New Branch: At Institute Homepage, list of branches (if already created) are displayed. To add a branch, select "Add Branch".

In Add Branch, fill all the required fields along with the Tax Rate and click Save. E-mail for New Registrations and Payments Received are sent on the E-Mail id given during Branch Registration. Note: Email Messages are only sent if Email settings are saved in the Settings section for that specific branch. To save these settings, please refer “Settings” module from the Index.

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Add Branch as Franchise Centre:

In Add Branch, fill all the required fields along with the Tax Rate and choose the checkbox for “Make Branch as Franchise Center” visible below. Now fill all the required fields below for the franchise center and click “Save”.

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Edit Branch To edit / update a branch, choose the edit icon for a branch on the Manage Branches Page.

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Edit Branch (Contd.): If a branch is no more in the active state or has been temporarily closed, then choose the “Inactive” status and click “Save”. When a branch is in “Inactive” status, all the data created with that branch will no more be visible to other users. Any Branch Admin logins or other logins created for that branch will be disabled. Below confirmation will pop-up when “Inactive” state is chosen and “Save” is clicked:

If a branch which is in “Inactive” state needs to be set to “Active” state, choose the edit icon for a branch on the Manage Branches Page. Choose the “Active” status and click “Save”. When a branch is set back to “Active” status, all the data created with that branch will be visible again to other users. Any Branch Admin logins or other logins created for that branch will be enabled. Below confirmation will pop-up when “Active” state is chosen and “Save” is clicked:

Note: Only Institute Admin users have the authorization to perform the Active / Inactive Status Changes at branch level.

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Manage Franchise Payment

(For Institute Admin Access Only) Go to Branches > Franchise Payment Follow tips as instructed.

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Make Payment (Select Franchise) (Stage-I): Follow tips as instructed.

Make Payment (Payment Calculation) (Stage-II): Follow tips as instructed.

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Manage Franchise Order Management

(For Institute Admin Access Only) Go to Branches > Franchise Order Management Follow tips as instructed.

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Order Items (Select Franchise) (Stage-I): Follow tips as instructed.

Order Items (Place Order) (Stage-II): Follow tips as instructed.

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Receive Items (Receive Orders) (Orders List) (Stage-I): Follow tips as instructed.

Receive Items (Choose Pending Order) (Stage-II): Follow tips as instructed.

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Receive Items (Receive Order) (Stage-III): Follow tips as instructed.

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Add New Course To Add Courses at Institute level, Click Courses-> Manage Courses-> Add Course.

To Edit / Delete a Course, Click Courses-> Manage Courses

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Add New Subject: To add a subject, select "Add Subject" from Manage Courses Tab or Click Courses-> Manage Subjects. Fill the required fields and click Save.

Duration: Years, Months, Days, Hours and Session. Fees Type: Full Subject Fees: Choose this option if fees needs to be taken either in lumpsum or by installments. Mention the Total Fees in the amount section. Choose whether subject fees should be taxable or not. If lumpsum payment is required, choose “Installment Allowed: No” else choose “Installment Allowed: Yes” and mention the number of installments. Choose Yearly, Monthly or Session as Duration (Recommended). Monthly / Hourly Fees: Choose this option if fees needs to be taken either via on a monthly basis or via hourly basis. Choose whether subject fees should be taxable or not. Payment will depend on how many hours or months are given in the duration box. Choose Month as duration for Monthly Fee Type and Hourly as duration for Hourly Fee Type (Recommended).

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Add Branch Admin: To Add Users, click Users->Manage Branch Admin. Click "Add Branch Admin" to create a branch admin user.

Below confirmation box pops-up when save is clicked:

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My Profile: To view / edit your current login profile, click Profile-> My Profile.

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Change Password: To change password for your login, click Profile-> Change Password.

Enter Old Password, New Password and Confirm Password and click Save. If Email settings have been saved at the Institute / Branch level, then a Password Change E-Mail will be sent to the registered e-mail id of the user.

Note: Follow the steps for Manage Courses / Subjects, Users, Reports, Profile and Settings if you are logged in as Branch Admin.

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Add Batch: After selecting a branch, to add a Batch, click Batch-> Manage Batches-> Add Batch

Click Edit / Delete on Manage Batches Page to edit / delete an existing batch. While adding a new batch, only Batch Name and Batch Time are mandatory. Check "Affiliate this batch to course" to affiliate this batch to a course/subject. If a batch is affiliated to a course/subject, then staffs related to that course will be displayed in Trainers Box. Choose a trainer who will teach the students in the batch. If you have not entered staff information in the system, then this can be added later by editing the batch. Add students to the batch by clicking the "Add Students" button.

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Add Students to a Batch: When "Add Students" is clicked, search page to add students will open. Default list of registered students will be displayed if affiliate check was done for a course/subject.

Choose the student(s) or tick the “Select All” checkbox in the grid heading and click "Select". Now Click Save to save the batch. To “Edit” a batch, click Edit on Manage Batches page. Now when students are searched, choose the specific course/subject of that batch and click search or just click search to get the list of remaining students who are not part of the batch. To delete a batch, click on the delete icon(X) for the specific batch.

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Add Batch Attendance: To take attendance of a batch, click Batch-> Manage Batch Attendance. Click Edit / Delete to edit / delete an attendance taken earlier.

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Else click "Add Attendance" to add a new attendance.

Select a date for which attendance is to be taken using the calender function and choose the batch from the dropdown list. By default, all the students of the selected batch will be listed under the “Present Students” box. Choose the student(s) who are absent and click ">>" to move the selected students to “Absent Students” box. Choose SMS option to send a SMS to student/father/mother or choose Email to send an email informing the student/father/mother about absenteeism. Once done sending messages, click Save to save the attendance record.

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Add Staff: To add the details about a staff member, click Staff-> Manage Staff. Click Edit / Delete to edit / delete a Staff added earlier.

Else click "Add Staff" to add a new staff.

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In add Staff page, Staff can be Teaching or Non-teaching. Choose the required option, fill all the mandatory fields and click Save.

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Add Staff Attendance: To take attendance of a staff, click Staffs-> Manage Staff Attendance. Click Edit / Delete to edit / delete an attendance taken earlier.

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Else click "Add Staff Attendance" on Manage Staff Attendance Page to add a new attendance.

Select the checkbox if a staff was present, else ignore checking the box and click Save. Date by default will be current date, but can be changed to a past date. "No of Hours" box is required to fill if hourly payment of staff needs to calculated.

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Manage Staff Payments: Here you can setup the salary of your Teaching / Non-teaching Staff and accordingly pay their salaries. Add a new Staff Payment Structure: To add a Salary Structure, click Staff > Set Staff Payment There are 3 ways in which payment can be made to staff:

1. Fixed salary. 2. Hourly salary – Rate per hour is fixed. Payment is based on hours logged in staff

attendance. 3. Fixed with commission – In addition to some basic salary, a fixed percentage of

student fees is paid to the staff. This salary option is available only for the teaching staff.

Choose a Staff from the list to open the payment details section. Now enter all the required fields and click Save.

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Edit a Staff Payment Structure: To edit a staff payment setup, go back to “Set Staff Payment” and choose the staff from the listing in the grid to open their salary setup. Once done with changes, click Save. Pay a Staff Payment: Here you can make your staff payments as per their setup created by “Set Staff Payment” module. To make a staff payment, click Staff > Make Payment

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Choose a Staff from the list, to open his / her “Income” details section. Now enter the values for the remaining fields namely, “Advance Against Salary” / “Mobile (Exceed Limit)” / “Deduction for being absent” and click Save. Once done, click on “Print Salary Slip” to open the salary slip

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Salary Slip Preview:

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Add Test: To add a test, click Tests-> Manage Tests.

Click Edit / Delete to edit / delete a Test added earlier. Edit Test:

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Click "Add Test" to add a new test. In "Create Test" page, Enter a Test Name, choose a single / multiple courses with its respective subject(s) and marks for each subject. Maximum of 5 subjects are allowed per test. Once done, click Save. Add Test:

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Manage Test Results: To manage Test Results, click Test-> Manage Test Results.

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Add Test Results: To add Test Results, click Test-> Manage Test Results. Select a test name from the drop-down list, choose the date and time (default date is current date) for the test and select the batch which is required to give this test. Once the above 3 fields are chosen, below grid will open where marks need to be entered.

To enter the marks if a student is present, check the check-box and enter the marks. If the student is absent, leave the check-box unchecked for that specific student. If a student has not registered for a subject which is a part of the test, then entering marks for the student is not allowed. Marks box will be disabled or greyed-out. Choose SMS option to send a SMS to student/father/mother or choose Email to email a student his/her test results. Once done sending messages, click Save to save the Test Results.

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Manage Students: To view all the students in your branch, click Students-> Manage Students.

To import new enquiry students, click "Import Enquiry data from excel" link on "Manage Students" page.

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Now in Import Data section, click on "here" (hyperlink) to download the excel sheet format. Once downloaded, fill the sheet with the student details and save the sheet. Note: Don't use any kind of special formatting while entering data in the sheet. Also don't change name of the sheet. Click F5 on your keyboard if the "Loading" window hangs up when excel file is downloaded. Now click "Choose File" and go to the path where the excel file is saved, choose the excel file and click "Open". Enter the student data in this file. Once the file is ready to be uploaded, click “Choose file” to select the file. Then click on "Import" to import the student data.

Below confirmation message will pop-up when import is completed.

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Add Enquiry: To manually enter enquiries, click Students-> Add Enquiry.

Now enter the details as required or only the mandatory (*) fields for an enquiry and click Save.

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Edit Enquiry: Click Students > Manage Students To Edit an enquiry, click the Edit icon in the grid on Manage Students Page. To Delete an enquiry, first edit the enquiry and make the student “Inactive”. Then delete using the “Delete” button. Students who are in “Active” state cannot be deleted. Click on “View Details” link in the grid for Registered student to open Student Details Report.

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Add Registration: Click Students-> Manage Students.

To Edit a registration, click the Edit icon in the grid for a respective student on Manage Students Page.

Default status is “Active”. Choose “Inactive” status if you want to inactivate a student. When Inactive is chosen, choose the reason (On Leave / Session Completed / Drop-out / Didn’t Join / Other) for the status change and click on “Update” to save changes. To delete a registered student, first edit the student and change the Status to “Inactive”. Then use the “Delete” button to delete the student registration and all related records. Students in “Active” state cannot be deleted. You can also click "Register" link on the Manage Students Page. Register link is visible in the right side of the students table. To register a new student, click Students-> Add Registration. Now enter the details as required or only the mandatory (*) fields for a registration and click Save. Registration Number is generated automatically. If required,

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click "Enter Manual Registration No" to enter your own registration number. Last 10 registration numbers can be seen in the drop-down list.

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Click on "Update from Enquiry" link on “Add Registration” form to update an enquiry student for registration.

Choose the specific student by clicking the "Right Arrow", enter the remaining mandatory fields if left empty and click Save.

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Enquiry Follow-up The follow-up feature is provided to save the details of the follow-up calls which have been made to the students. Here you can search for particular student lists for which the follow-ups are to be done. You can search for students using First name, Last name or search for all students who have either enquired about or registered in a particular course and/or subject. You can also specify a range of dates within which the enquiry has been done in order to do the follow-ups. After specifying the search criteria, click on “Search” button. This will list all the students who match the search criteria. Then select the students from the list one by one to do the follow-ups. In the follow-up details, you can select a status of the call made. Some of the pre-defined call statuses are “Busy”, “Call Back”, “Don't Call”, “No Response”, “Remark”, “Switched Off” and “Wrong Number”. You can define your own call status depending upon your need. There is a checkbox provided to indicate whether the student is interested in joining the courses or not. Also, there is a remarks field where any comments from the follow-up calls can be added. If status is set as “Call back” then the user is prompted for a call back date. Enter the date when you are supposed to call back. When you login to the system on the specified call back date, a message pops-up to remind you that you are supposed to call the enquiry. The information saved in this form during follow-up calls can be seen in the reports to track the progress of the follow-ups. See Reports Module section for details about the follow-up reports that are available. Add Enquiry Follow-up: To add Enquiry follow-up, click Students-> Enquiry Follow-up.

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Enquiry Follow-up Window:

Now choose the specified criteria below to search a student, select a status or type of follow-up and click Save.

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Announcements: To make an announcement (Birthday Reminders, Outstanding Payments, Session Start Reminders and other types of follow-ups), click Students-> Announcements.

Now choose a "Student Option" and search for the respective students, choose either SMS (Bulk / GSM) or Email to send message(s) to them. Messages can be sent to:

· A single student. Use “Search by name” to find the particular student. · A Batch. Select the Batch name and send messages to all or selected students of

the batch. · Subject Enquiries. Select a particular course, subject and time span (“From date”

and “To date”) and click on “Go” button. This will give the list of students who have enquired for the selected course within the selected time frame, but not registered yet. You can then send announcements about the beginning of a new batch or discount offers, etc. to all or selected students from the list.

· All registered. Select a “From date” and a “To date”. This option gives you a list of all the students who have registered in your institute in the selected time frame.

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This can be used to make announcements like institute holidays, or change in working hours, etc. to all or selected students from the list.

· All enquiries. This option gives a list of all the students who have enquired at

your institute within a selected time frame but not registered yet. This option can be used to make discount offer announcements, etc.

· All batches. This option gives a list of all the students who are currently registered

at your institute and are a part of one or multiple batches.

· Birthday wish. This option is used to list the students whose birthday is the current system date. It can be used to send birthday greetings to the students who are enrolled in the institute.

Once you have selected the list of students to whom you want to send the message, select the option SMS or eMail, type in the message and click on “Send” to send the message.

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Prepare Installments (Stage-I): Click Payments-> Prepare Installment

Click “Create New Schedule” to open the below window:

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Prepare Installments (Stage-II):

Now search the student and click on “Schedule” for the respective student in the grid to open the below screen. Follow the tips as instructed.

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Print Preview of an Installment Schedule:

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Pay Installments (Stage-I): Click Payments-> Pay Installment and click “Accept Payment”.

Now search the student and click on “Schedule” for the respective student to open the below screen. Click on “Pay” to open the payment schedules for the student.

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Pay Installments (Stage-II):

Click on “Pay” to proceed to payment screen. Follow the tips as instructed.

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Below confirmation window will pop-up to confirm payment done:

Once a payment is made, it will show up in “Payment History”.

Click on the Print icon in the Payment History grid to print a payment receipt.

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Edit Installments: Before making a payment, if installment needs to be modified, click on “Edit” for an installment to open the below window:

Choose “Change Date” to open below:

Choose “Change Discount” to open below:

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Choose “Payable Amount” to open below:

You can change the value for “Total” if student wants to pay less. The Balance amount will be adjusted as per the options given below:

· Settle Difference Equally in Remaining Installments · Settle Difference with Next Installment · Settle Difference with Last Installment · Settle Difference with New Installment

Once you’re done, click “Done” to save the changes.

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Print Receipt: Once payment is taken, click on the “print” icon of an installment in the payment history window. Receipts can be exported (use the 1st icon on the Top Menu) to various file formats like .pdf, .xls, .doc etc. Receipts can also be printed (use the 2nd icon on the Top Menu). Print Receipt Preview:

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Pay Full Fees (Stage-I): Click Payments-> Pay Full Fees-> Manage Payments-> Accept Payment

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Pay Full Fees (Stage-II):

Follow the tips as instructed.

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Receipt for Full Fees Paid with Other Fees:

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Pay Monthly / Hourly Fees (Stage-I): Click Payments-> Pay Full Fees-> Manage Payments-> Accept Payment

Follow the tips as instructed for below:

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Pay Monthly / Hourly Fees (Stage-II):

Select the student and then Select subject to open the below window:

Choose the subject (s), enter No. of Months / Hours and click “Submit” to open the initial window. Now Follow tips as instructed..

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Pay Other Fees (Stage-I): Click Payments > Pay Other Fees. Click “Accept Payment”. Follow tips as instructed..

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Receipt for payment of Other Fees is as below:

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Manage Roles: You can create user access roles to restrict the access to specific modules. By default, below mentioned roles are available for use: ü Branch Admin ü Accountant ü Counselor ü Trainer

Access Permissions for the above mentioned roles are as below: ü Branch Admin: Full Access to Branch. ü Accountant: Access specific. ü Counselor: Access specific. ü Trainer: Access specific.

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Add / Edit Roles: To create a role, click Users > Manage Roles > Add New Role

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Add New Role Window: Enter a role name, choose the check-boxes for access permissions and click Save.

Edit a Role: To edit a role, just choose a role from the drop-down list, modify access and click Save.

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Add Users: To add a new user, click Users > Manage Users > Add User

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Choose the type of role for the user from the drop-down list, enter the user contact details and click Save.

Use the “Check Availability” option to check if the user id being created is unique. If it already exists, below pop-up message will be displayed:

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Edit Users: To edit an existing user, click Users > Manage Users Now choose the Edit option for a user to open the Edit User Form. Perform the necessary changes and click Update.

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Manage User Login Security: Click Users > Manage User Login Security Here you can implement user role security, i.e. if you want to secure user access within a specific time frame or from a specific terminal only. To add user login security, click “Add Login/Logout Time” link.

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Add / Edit Login/Logout Time: Follow the tips as instructed.

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Manage Expenses: The Expenses tab in the Utilities module is used to keep track of the expenses which are being incurred in the institute on a day to day basis. This can be used to keep a record of all the bills (like electricity, telephone, etc.) and also other recurring expenses (like stationary, equipment, refreshments, etc.)

The expense category is defined in the Settings section. To add a new expense, click Utilities > Manage Expenses

While making an entry for an expense, you can just select the expense type from the list, enter the date of expense, the amount and any remarks that you may want to add. Click on “Save” button to save the expense entry.

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Edit Expenses: To edit an expense, click Utilities > Manage Expenses Now choose the Edit option for an expense to open the Edit Expense Form. Perform the necessary changes and click Update.

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Manage Inventory: Go to Utilities > Manage Inventory

Add Inventory Item: Go to Utilities > Manage Inventory > Add Item

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Add / Edit Item: Follow tips as instructed..

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Manage Receive Items: Go to Utilities > Manage Inventory > Receive Item Follow tips as instructed.

Add / Edit Receive Item:

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Manage Issued Items: Go to Utilities > Manage Inventory > Issue Item Follow tips as instructed..

Edit / Issue Item:

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Manage Return Items: Go to Utilities > Manage Inventory > Return Item Follow tips as instructed.

Add / Edit Return Item:

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Manage Transportation Go to Utilities > Manage Transportation > Manage Buses Follow tips as instructed.

Add Bus:

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Manage Bus Stops: Go to Utilities > Manage Transportation > Manage Bus Stops Follow tips as instructed..

Add Bus Stop:

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Manage Bus Routes: Go to Utilities > Manage Transportation > Manage Bus Routes Follow tips as instructed.

Add / Edit Bus Route:

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Manage Bus Assignment (Assign Student Bus): Go to Utilities > Manage Transportation > Assign Student Bus Follow tips as instructed.

Assign Student Bus:

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Manage Hostel Go to Utilities > Manage Hostel > Manage Hostel Follow tips as instructed.

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Add / Edit Hostel: Follow tips as instructed.

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Manage Rooms: Go to Utilities > Manage Hostel > Manage Rooms Follow tips as instructed.

Add / Edit Room:

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Manage Room Assignment (Assign Hostel Room): Go to Utilities > Manage Hostel > Assign Hostel Room Follow tips as instructed.

Add / Edit Assignment (Assign Hostel Room):

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Manage Health Records Go to Utilities > Manage Health Records Follow tips as instructed.

Add / Edit Health Checkup Record:

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Manage Doctors / Clinics: Go to Utilities > Manage Health Records > Manage Doctors/Clinics Follow tips as instructed.

Add / Edit Doctor / Clinic:

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Settings: Other Fees: Here you can configure any additional fees (over and above the course fees) that students need to pay. This may include admission fees, parking fees, examination fees, lab fees, etc. To add this type, click Settings > Other Fees > Add Other Fees

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Add / Edit Other Fee: Add Window:

Edit Window: Click Edit for an Other Fee type from the Other Fees Window, do the required changes and click Update.

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SMS Configuration: You can choose to send SMS using any one of the following 2 methods:

1. Bulk SMS Service 2. Using GSM

Bulk SMS Service: Here you can configure the SMS server details along with userid and password which will be used to send SMS about fees reminders, test marks, attendance and make announcements to a selected group of students. To add this setting, click Settings > Sms. Click “Add New SMS Setting”

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Add New SMS Setting:

Enter the SMS Settings Type (E.g.: Promotional / Transactional / Other), enter the SMS API in the server string window and click “Save”.

Using GSM: Refer to a separate document “CIMS – GSM Mobile Setup” for details about how to configure and send Sms using your GSM Mobile.

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E-Mail Configuration: Here you can configure the eMail server details along with userid and password which will be used to send eMails about fees reminders, test marks, attendance and make announcements to a selected group of students. To add this setting, click Settings > Email

You will receive the below message when email settings are saved successfully.

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Message Template: Here you can create SMS / Email templates for sending SMS / Emails to students or their parents for broadcasting Test Results, Attendance Details of students, and Outstanding Payment Reminders. To add these templates, click Settings > Message Template

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Expense Category: Here you can maintain the list of the various categories of expenses. These expense types are then used to keep track of the expenses being incurred in the institute. The categories of payment are defined here, while the actual payments being made are tracked in Manage Expenses tab in Utilities > Manage Expenses. To add an expense category, click Settings > Expense Category Add the expense and click Save. Add Window:

To edit an expense category, click Settings > Manage Expense Category Select an expense to open it in edit mode, make the necessary changes and click Update.

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Edit / Update Window:

Automated Email: Choose whether you want daily / weekly / monthly status mails of your institute to be sent via email to your Institute Admin or Branch Admin. Once done, click “Save”.

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Config (Only Accessible to Branch Admin): Click Settings > Config Here you can upload the logo for your branch and also change the tax rate specifically for your branch. The logo will appear in the heading on all reports and payment receipts.

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Pop-up Reminders: Following Pop-up Reminders will show up post-login if the required details are available. Birthday Reminder:

Payment Due Reminders:

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Follow-up Reminders:

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Pop-up Alerts: Restricted / No Access Message: You will receive the below message if you try to access a page, which your user id is not authorized to do so.

Time-out Message: You will receive the below message when your current login session expires. By default, session will time-out in 20 minutes, if there is no user activity.

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Pop-up Messages: No Sms Settings Available: You will get the below pop-up message while sending Sms’s, if no Sms Settings are saved in the settings section

No Email Settings Available: You will get the below pop-up message while sending Emails, if no Email Settings are saved in the settings section

Change Password Email Message: You will get the below pop-up message, when you change password for a user

Online Coaching Institute Management Software

Education

Transcript of Online Coaching Institute Management Software